Capture additional information about users when they are booked onto a course

Steps to build your booking form:

1 Where to find the Manage Booking Form Builder
2 Plan your Manage Booking Form
3 Build your Manage Booking Form
4 Check your Manage Booking Form at Checkout

Related Help Guide Pages

Learn how to capture information within your Manage Booking form

The Manage Booking form is a powerful tool that helps you gather additional information about the Delegates attending your Courses, and ensures their details stay up to date. As your customers can update this information with each booking they make with you, it keeps your records accurate and relevant!

This form appears right at the end of your Checkout Basket process, after the booking and payment are complete. This means your customers can book confidently without being deterred by a long form and take their time providing the details you need, knowing their Course places are already secured.

You have complete control over what’s included in the form. Add standard fields like ‘Job Title’ and ‘Mobile Number’ or Custom Fields such as ‘Preferred Learning Styles’ or ‘Additional Requirements.’ You can even tailor the form to show specific fields for certain courses, for example, if you need ‘Shoe Size’ for particular Courses, you can ensure it only appears for Delegates booked on those Courses.

This level of flexibility makes the Manage Booking form an invaluable resource for collecting the information that matters most to you!

Follow this page to learn the steps for creating a new Booking Form for Checkout.

Where to find the Manage Booking Form Builder

The following steps will show you where to find the Manage Booking Form Builder

Open the ‘Administration’ menu from the Profile options at the top-right of your platform
Select ‘Checkout Options’ from the Administration menu
Open the ‘Training Provider Options’ option from the Checkout Options menu
Right-click on your Training Provider and select the option 'Manage Booking Form' from the context menu
Ensure your Manage Booking From is enabled
This will open the Manage Booking Form builder

Please Note
Checkout Options, including the Manage Booking Form Builder, are only available for Super Administrators. If you cannot access Checkout Options, please speak with your Super Administrator.

Plan your Manage Booking Form

Below are the steps for planning what key information may be required within your Manage Booking form

To plan your Manage Booking form, you will follow these steps:

Review available fields and decide which to include
Decide if you would like hide/show fields based on the Category of Course selected

Review available fields and decide which to include

This step will show you what fields within the builder are available for you to choose from

On the left-hand side of the builder, you will see all available fields that can be added such as 'Job Title' and 'Date of Birth'
Custom Fields can be created to capture extra info about Users and Bookings if needed and these will appear within the menu on the left-hand side

Hide/ Show Fields based on the Category of Course selected (optional)

This step explains what the Category option is for when editing a field within the Booking Form

When adding a field to the form, you can use ‘Edit Mode' to decide whether a field will be available based on a Course Category. For example, you can see here that you can make the field ‘Shoe size’ only available for the User to see if they are on a First Aid Course or a Mental Health Course.

Some Courses may not need this information, so the Category options let you select only the Courses that require it. This way, other Users won’t be asked for information that isn’t relevant to them.

Top Tip!
We recommend creating your Manage Booking Form on your Sandbox Platform first, before making changes to your Live Platform. Once you are happy with these changes on Sandbox, you can then replicate them onto your Live Platform. If you do not have a Sandbox, please speak with your Customer Success Manager.

Build your Manage Booking Form

Now that you have decided what fields and layout you want for your Form, the following steps will show you how to add fields and hide/show checkboxes

To build your Manage Booking form, you will follow these steps:

Add fields to your form
Add hide/show fields based on the Category of Course selected

Add fields to your form

This step will show you how to add fields to your Booking form

To add a field to your Registration Form, simply click the ‘Add’ button next to the title of the field you wish to add
This will add the Field to the bottom of your form
To open the Edit Mode for this field, click on the pencil icon
Within the Edit Mode, you can relabel the field, set it to be mandatory, and set it to only display when certain Course categories are booked
Rename the label as required
You may wish to make the field mandatory, you can do this by selecting the checkbox
Once you are happy with your changes, click ‘Apply’
Repeat steps 1-6 as required for all additional fields
Once you are happy with your form, click the ‘Save’ button in the top right corner to apply your changes

Hide/Show Fields based on the Category of Course selected (optional)

This step will show you how to select which Category the field is required for

Once you have added the field to your form, click the ‘Edit Mode' button to edit the field
Under the ‘Only display for Courses in this category’ option, select which Category you want the field to appear for
Please note, that the category options may differ depending on what category options you have available within your platform.
Once you are happy with the category selection, click the ‘Apply’ button to save your changes
Repeat steps 1-3 as required
Once you are happy with your form, press the ‘Save’ button in the top right corner to apply your changes

Check your Manage Booking Form at Checkout

The following steps show where to view the Manage Booking Form within Checkout, please note that you will need to complete a booking to view the form so we recommend building and testing the form within your Sandbox platform first.

From the Main Navigation Menu, go to ‘Courses’ and then ‘Class’
Within the DataGrid, find a Course that is due to take place in the future and is ‘Available’
Right-click and select ‘Booking Links’ from the context menu
From the Booking Links page, click the ‘copy booking link to clipboard’ link
This will save the link to your clipboard ready to paste
Paste the Booking Link into the URL tab at the top of your webpage
This will open your Checkout Basket showing the Course within the Basket
Add a Delegate and Booker and click continue to payment
Continue through the payment steps and click ‘Make Payment’

Top Tip!
Running a payment through your Sandbox will not affect any booking and payment will not be taken, this will allow you to view the manage booking step without affecting any data.